ERAS Program Director’s Workstation (PDWS) User Guide 2013 docx

ERAS Program Director’s Workstation (PDWS) User Guide ERAS ® is a program of the Association of American Medical Colleges www.aamc.org/eras 2013 ERAS 2013 Program Director's Workstation User Guide © 2012 AAMC. May not be reproduced without permission. i Table of Contents ERAS® 2013 PDWS User Guide 1 1.1 Introduction to ERAS PDWS User Guide 2 1.2 Document Conventions 2 1.3 ERAS Source Documentation Policy 2 1.4 New for ERAS 2013 3 1.5 Communicating Requirements to Applicants 4 1.6 Overview of ERAS Documents 5 1.7 ERAS Help Resources 8 1.8 Backing Up Data 9 Security and Contingency Procedures 10 2.1 Recommended Security for the PDWS 11 2.2 PDWS Contingency Procedures 11 Getting Started 12 3.1 Startup Procedures 13 3.2 ERAS Data Filter 14 3.3 Migration Wizard 15 3.4 Selecting Between Different Programs and Types of Training 16 3.5 Creating Users 17 3.6 Assigning Permission Levels 17 3.7 Downloading and Processing Applicant Files 18 Components Overview 21 4.1 PDWS Basic Components 22 4.2 Application Manager 25 4.3 Review Sheet 28 Status Tab 28 Scores Tab 29 Interview Tab 31 Local Data Tab 31 Local Documents Tab 32 Correspondence Tab 33 Notes Tab 34 4.4 Modifying Applicant Tracks 34 4.5 Deleting & Restoring Applicants from the PDWS 35 Filter/Sorts 37 5.1 Finding Applicants 38 5.2 Filter/Sort Introduction 38 5.3 Pre-defined Filter/Sorts 40 5.4 Creating a Filter/Sort using the Filter/Sort New Wizard 41 5.5 Creating a New Filter/Sort from Scratch 42 5.6 Creating a Filter/Sort Using Combine Wizard 42 5.7 Creating a Filter/Sort that Collects Fields with Multiple Responses 43 5.8 Modifying a Filter/Sort 44 ERAS 2013 Program Director's Workstation User Guide © 2012 AAMC. May not be reproduced without permission. ii 5.9 Marking a Filter/Sort as a Favorite 45 5.10 Deleting a Filter/Sort 46 Printing 47 6.1 Printing Applicant Files 48 6.2 Creating Mailing/Folder Labels 51 Change Entire Recordset 53 Managing the Interview Process 55 8.1 Interview Manager 56 8.2 Scheduling an Applicant for an Interview 58 8.3 Wait Listing an Applicant for an Interview Date 59 8.4 Managing Interviewers 60 8.5 Scoring an Applicant’s Interview Performance 61 Ranking/Scoring 64 9.1 Ranking Applicants 65 9.2 Creating Rank Files 67 E-mail 68 10.1 Using the PDWS to E-mail Applicants 69 10.2 Creating E-mail Messages 69 10.3 Viewing E-mail Messages 71 10.4 Viewing & Copying E-mail Addresses 72 Reports 74 11.1 Displaying Reports 75 11.2 Reporting With Tracks 76 11.3 Exporting Data 77 11.4 Creating Tables/Graphs 79 PDWebRevue (PDWR) 81 12.1 Introduction to PDWR 82 12.2 Creating and Modifying PDWR Users 82 12.3 Assigning Applicants to PDWR Users 83 12.4 Reviewing Applications Using the PDWR 84 Appendix 1: ERASHub User Guide 86 Current Operation Tab 87 Configure Tab 88 Units Tab 88 Log Utilities Tab 90 About Tab 90 Appendix 2: Filter/Sort Conditions 91 Appendix 3: Who’s Who: Players in the ERAS Recruitment Process 94 Appendix 4: Medical Schools Requiring USMLE Step 2 CK for Graduation 99 Appendix 5: Medical Schools Requiring USMLE Step 2 CS for Graduation 103 ERAS 2013 Program Director's Workstation User Guide © 2012 AAMC. May not be reproduced without permission. 1 1ERAS® 2013 PDWS User Guide 1.1 Introduction to ERAS PDWS User Guide 1.2 Document Conventions 1.3 ERAS Source Documentation Policy 1.4 New for ERAS 2013 1.5 Communicating Requirements to Applicants 1.6 Overview of ERAS Documents 1.7 ERAS Help Resources 1.8 Backing Up Data ERAS 2013 Program Director's Workstation User Guide © 2012 AAMC. May not be reproduced without permission. 2 1.1 Introduction to ERAS PDWS User Guide We hope you find this Technical User Guide useful. Many of the policies and procedures previously found in this guide have been moved to the Web site, including participating specialties and programs; ERAS timeline; and directory of medical school contacts, among other items of interest. Please visit the Web site often for up-to-date announcements and information regarding ERAS www.aamc.org/services/eras. We are working on the new Web-based system and are excited to share our progress with you. Check the Web site often for screen shots of the new software and progress updates. As soon as the new application is completed, ERAS will partner with users to provide training in preparation for the new system’s debut. Our goal is to ensure a smooth transition from the old system to the new. Exposure and training are key components to ensuring a positive experience for all ERAS users. For helpful details regarding installation and information about ERAS, please visit our Web site at https://www.aamc.org/services/eras/program_staff/139682/tech_support.htm. The PDWS is designed so that one or more users can access application information at a time. We recommend a network setup whenever possible, but your program must decide how it will install the ERAS software; either on a network or on a single workstation. 1.2 Document Conventions Italics ‘ ’ Placeholders for information you must provide. For example, if you are instructed to type ‘your name’, you should type your actual name. This format is used to refer to menu commands, the names of tabs, titles, or buttons as they appear in the software. Bold Used for all levels of headings. Note Information highlighted for the purpose of informing PDWS users. 1.3 ERAS Source Documentation Policy ERAS strives to transmit source documentation via the ERAS system. Designated dean’s office staff that transmit applicant documents to training programs via ERAS must receive, for example, original letters of recommendation (LoRs) directly from the author and receive medical school transcripts and MSPEs issued directly from the medical school. Reproductions of PDWS documentation from prior ERAS applications do not qualify as acceptable source documentation. Designated dean’s offices have been instructed not to accept printed PDWS documents for transmission via the ERAS system. ERAS 2013 Program Director's Workstation User Guide © 2012 AAMC. May not be reproduced without permission. 3 ERAS prohibits the use of ERAS documents received through the Program Director’s Workstation (PDWS) for any other purpose, and these documents may not be printed, faxed, e-mailed or otherwise transmitted to any individual or organization that is not associated with securing the applicant’s training position at your institution. Documentation received via the PDWS may only be used for the review and evaluation of an applicant for a training position at your program. For a complete listing of ERAS Policies visit the Policy section on our Web site, found on the left navigation or visit: https://www.aamc.org/services/eras/policies. 1.4 New for ERAS 2013 The following list will highlight changes to the PDWS for the 2013 Season. Changes for PDWS 2013 • Participating in the NRMP Match has been added under the Summary Sheet Tab • . General tab - Race and Ethnicity will be changed to Self-Identified  You will have the ability to search, filter and sort by these categories. . This new language will be found throughout the PDWS and is also the language the applicant will see in MyERAS.  You will have the ability to export Self-Identified • information. Couples/Visa/Other tab - Language and Proficiency Descriptions • have been added. Examination tab - we have removed the Examination reported by applicant and ECFMG reported by applicant sections • . Documents tab – LoRs will now display whether or not an Applicant has waived his/her right to view this LoR: Yes/No • . • COMLEX Transcript has been added to printing. Users will have the option to Print reference page at all times or Print reference page one time. ERAS 2013 Program Director's Workstation User Guide © 2012 AAMC. May not be reproduced without permission. 4 • When exporting data using the Export Wizard NRMP Participating Programs Only , the excel file will launch after the requested information is exported. •  5 predefined filters have been added specifically for Supplemental Offer and Acceptance Program (SOAP) SOAP  . Reapply Applicant, SOAP Applicant, SOAP Eligibility, and Match Status have been added as statuses under the Review Sheet and Summary Sheet  These fields will remain blank until printout. NRMP Match Week 1.5 Communicating Requirements to Applicants in March 2013. Applicants are instructed to contact programs for information regarding application requirements. Many programs are placing brochures and application requirements on their Web sites. Programs are encouraged to inform students about the number and types of LoRs needed, deadlines, and other requirements. Although the MyERAS Application is comprehensive, your program may require additional information or documents not included in the MyERAS Application. You may adopt any of the following strategies in order to obtain this information: • Request that applicants e-mail, fax or mail required documents to your office. Programs can use the Local Documents tool to append the document to the applicant’s electronic file (for directions, refer to Local Documents • Include a list of required questions in your informational materials or Web site and instruct applicants to address these questions in their personal statements. tab in section 4.3 of this guide) • You can use the Filter/Sort feature in the PDWS to ask a subset of applicants for additional information once their application materials are received (for directions, see Filter/Sorts • Update your website information in ERAS Account Maintenance (EAM). ). The PDWS can be used to produce mailing labels or e-mail messages for these select applicants. Note: Do not ask applicants to have their medical school submit MCAT® scores or non-medical school transcripts via ERAS. According to the Family Educational Rights and Privacy Act (FERPA), this would cause EFDO and medical schools to be in violation of the federal law regulating the transmission of third party documents. If you require these documents, the applicant must request them from the originating source. The originating source should mail the official documents directly to your program. You may then add them to the applicants file in the PDWS using the Browse option under the Local Documents feature on the Review Sheet. ERAS 2013 Program Director's Workstation User Guide © 2012 AAMC. May not be reproduced without permission. 5 1.6 Overview of ERAS Documents Medical schools and designated deans' offices, such as the ECFMG and the EFDO are instructed to transmit the applicants’ materials as soon as they are received. However, not all application materials are received at the same time. Programs first receive a MyERAS Application, then the USMLE and/or COMLEX transcript, letters of recommendation (LoRs), and MSPEs at another time. Applicants may request to send programs any of the following ERAS documents: • MyERAS Application, which includes a CV resume • Personal Statement • Medical School Transcript • Medical Student Performance Evaluation (MSPE) • Letters of Recommendation (LoRs) (Maximum of 4) • USMLE Transcript (optional) • COMLEX® Transcript (optional) • ECFMG Status Report (international medical graduates only) • Wallet-sized Color Photograph (optional) • Postgraduate Training Authorization Letter (PTAL) or “California Letter” (International Medical Graduates only) • ABSITE Scores (surgical sub-specialty Fellowship applicants only) Programs requiring additional documents not mentioned previously should refer to section 1.5 of this guide. Note: Academic transcripts and MSPEs transmitted from US medical schools are official primary source documents, and may be labeled "For ERAS Use Only." IMG applicants may not be able to secure medical school transcripts or an MSPE from the medical school; therefore these documents may be copies. The ECFMG Status Report, USMLE transcript, and COMLEX transcript are official primary source documents. MyERAS Application and Personal Statements Applicants complete one MyERAS Application for all programs. Applicants may customize personal statements for each program. If your program requires specific information to be addressed in a personal statement, or a specific format, communicate your requirements to applicants inquiring about your program. Medical School Transcripts We recommend that schools print transcripts on white paper to ensure a good, clear image that can easily be read. Transcripts for US seniors and graduates are official documents from the school. For fellowship programs, generally speaking, US medical schools will not release ERAS transcripts to ERAS 2013 Program Director's Workstation User Guide © 2012 AAMC. May not be reproduced without permission. 6 applicants because they are not produced on tamper-resistant paper. These documents are sent directly to the EFDO on behalf of the USG. IMG fellowship applicants, however, may request that their school transcript be sent directly to the EFDO for processing or they may send the transcript to the EFDO. Medical Student Performance Evaluation (MSPE) The MSPE for US seniors and graduates is an official document from the medical school. MSPEs are available to osteopathic programs on October 15, 2012 beginning at 12:01 a.m. ET. MSPEs are available to allopathic programs on October 1, 2012 beginning at 12:01 a.m. ET. The MSPE is released to fellowship programs from the ERAS PostOffice Letters of Recommendation (LoRs) as soon as it is received. Each applicant may assign up to 4 LoRs to each program they apply to. You may communicate your preferences for additional LoRs, on your Web site or when applicants inquire about your program. USMLE Transcripts The National Board of Medical Examiners (NBME) transmits the USMLE transcripts to the ERAS PostOffice The USMLE transcript includes the following: for access by designated programs. In the absence of an unusual event, NBME generally processes transcript requests within five business days of receipt. ERAS cannot require that applicants submit USMLE scores to programs. If your program requires a USMLE transcript, be sure to include this information in your brochure or on your Web site. USMLE Step 1, Step 2 CK, Step 2 CS and Step 3 scores are reported as part of a complete USMLE transcript. • Applicant’s name and other personal identification information, including date of birth; • Complete results history of all Steps and Step Components taken; • History of any examinations for which no results were reported; • Indication of whether the applicant has previously taken the former NBME Parts I, II, or III, Federation Licensing Examination (FLEX), or ECFMG Clinical Skills Assessment (CSA®); • Annotation(s) if the applicant was provided with test accommodations as applicable; • Annotation(s) and information documenting classification of any scores as indeterminate; • Annotation(s) and information documenting any irregular behavior; and • Notation(s) of any actions taken against the applicant by medical licensing authorities or other credentialing entities that have been reported to the FSMB Board Action Databank. Note: Graphical performance profiles, which are included on original Step 1, Step 2 CK, Step 2 CS and Step 3 score reports, are not included in the USMLE transcript. Also, the two digit score is no longer displayed on the transcript. ERAS 2013 Program Director's Workstation User Guide © 2012 AAMC. May not be reproduced without permission. 7 Notice of prior NBME Part history If the applicant passed a combination of NBME Parts and USMLE Steps, the USMLE transcript is sent electronically, and a message appears stating that NBME Part scores are sent by mail. If the applicant passed NBME Parts only, you will receive an electronic message indicating that the NBME Part scores will be sent by mail in the form of a paper transcript. These documents cannot be sent electronically. COMLEX Transcripts The NBOME® transcript contains COMLEX scores for osteopathic medical students. The transcript contains up to three separate COMLEX scores – for Level 1, Level 2 CE (Cognitive Evaluation) and Level 2 PE (Clinical Skills Performance Evaluation). The NBOME transcript scores are available immediately without first viewing the actual transcript, unlike the USMLE transcript. COMLEX transcripts include the following information: • A complete score history as of the date the transcript is processed. • Three-digit and two-digit score equivalents. • Minimum passing score for each exam taken. • An annotation when test accommodations is provided or when irregular or unprofessional conduct has been determined. Note: To assist programs with converting COMLEX three-digit board scores into percentiles, the NBOME has installed a Score Converter on their web site. Access the converter by pointing your browser to www.nbome.org and locating the “Score Conversion” button on the lower left navigation bar. ECFMG Status Reports Students and graduates of international medical schools apply to programs directly through the ECFMG. The ECFMG automatically sends an ECFMG Status Report for each applicant applying to residency training programs using ERAS. Upon request, ECFMG will also transmit the report for IMGs applying for fellowship positions. This report contains information verifying the applicant's certification status. This document is updated automatically if the applicant's status changes; for example, if the applicant becomes ECFMG certified. You do not need to contact the ECFMG to verify certification status. The ECFMG verifies medical school credentials as part of the ECFMG certification process. The ECFMG does not authenticate documents submitted for ERAS processing. Photograph Applicants may provide a wallet-sized, color photograph to their designated dean’s office that will be assigned to individual programs by the applicant. The photograph is intended for use as identification to ensure that the person arriving for an interview or for work is indeed the applicant. It also serves as a visual cue once an applicant has been interviewed. Using the ERAS Data Filter tool (see section 3.2), the photograph can be screened for the entire application cycle or temporarily, if desired. [...]... 11 ERAS 2013 Program Director's Workstation User Guide 3Getting Started 3.1 3.2 3.3 3.4 3.5 3.6 3.7 Startup Procedures ERAS Data Filter Migration Wizard Selecting Between Different Programs and Types of Training Creating Users Assigning Permission Levels Downloading and Processing Applicant Files © 2012 AAMC May not be reproduced without permission 12 ERAS 2013 Program Director's Workstation User Guide. .. the default program filter 6 If you have multiple Program Tracks select the Program Track you are interested in viewing • You can select all your program tracks at once by clicking Mark All • You can modify which types of program tracks you are viewing at any time 7 Click OK © 2012 AAMC May not be reproduced without permission 13 ERAS 2013 Program Director's Workstation User Guide 3.2 ERAS Data Filter... not be reproduced without permission 20 ERAS 2013 Program Director's Workstation User Guide 4Components Overview 4.1 4.2 4.3 4.4 4.5 PDWS Basic Components Application Manager Review Sheet Modifying Applicant Tracks Deleting & Restoring Applicants from the PDWS © 2012 AAMC May not be reproduced without permission 21 ERAS 2013 Program Director's Workstation User Guide 4.1 PDWS Basic Components The PDWS... must log in with a user name and password The software is equipped with the default user name admin and the password aamc (case sensitive) To Log into the PDWS for the First Time: 1 Select Start | Programs | ERAS 2013 | ERAS Program Director's Workstation 2013 or double-click the PDWS 2013 icon on your desktop 2 Enter your password at the log in screen • As stated above, the default user name is admin... up schedule © 2012 AAMC May not be reproduced without permission 9 ERAS 2013 Program Director's Workstation User Guide 2Security and Contingency Procedures 2.1 Recommended Security for the PDWS 2.2 PDWS Contingency Procedures © 2012 AAMC May not be reproduced without permission 10 ERAS 2013 Program Director's Workstation User Guide 2.1 Recommended Security for the PDWS To ensure maximum security and... Director's Workstation User Guide Full Access: provides access to all data and PDWS activities Users can create and add local data fields and add/delete other users Typically, this level of access is reserved for a few people in the program (i.e., Program Director, Program Coordinator, Associate Program Director, etc.) Limited Access: provides access to certain activities, like viewing ERAS application... selecting Tools | Manage Users and Permissions once you are logged into the software 3 Select your program from the Program Unit drop-down menu If you have multiple programs select the program you are interested in viewing Note: AAMC test program contains fictitious applicants so you can practice using the software 4 Click OK to display the ERAS Program Director's Workstation 2013 Startup Filter dialog... migrating Application Users, the available user profiles are displayed Select the users you want to migrate Click Next to continue 4 Click Finish to complete the process A dialog box appears stating, "The Migration Wizard successfully migrated your selected configuration options.” © 2012 AAMC May not be reproduced without permission 15 ERAS 2013 Program Director's Workstation User Guide 5 Review your... 2013 Program Director's Workstation User Guide Downloading Applicant Files Applicant documents transmitted to the ERAS PostOffice are available for download by July 15, 2012 for osteopathic residencies and July fellowship training programs, September 15, 2012 for residency programs, and December 1, 2012 for December fellowship training programs Program staff must click Contact ERAS PostOffice to download... well 5 Enter the new user' s personal information in the appropriate fields (optional) 6 Click OK to add the new user • The new user appears in the Manager Users/Permissions dialog box Note: To modify an Existing User Account/Change Password, go to Tools | Manage Users/Permissions Select the user account you wish to modify and click Modify To delete an Existing User Account select the user you wish to delete . ERAS Program Director’s Workstation (PDWS) User Guide ERAS ® is a program of the Association of American Medical Colleges www.aamc.org /eras 2013 ERAS. ERAS 2013 Program Director's Workstation User Guide © 2012 AAMC. May not be reproduced without permission. 1 1ERAS 2013 PDWS User Guide